Admin FAQ

Do you want to keep the members?

➡️ Don’t delete, just rename and set the new start date.

Lots of new applicants or limited capacity?

➡️ Leave the previous group inactive and create a new one instead.

From now on, each group can have its own start and end date. Don’t forget to set the exact date.

⏱️ If you create or activate a group now, the classes falling into the first two weeks of September will automatically appear (with 6-week class generation).

If you’d like a different setup, let us know.

New: you can now set participant limits not only for groups but also for individual classes, e.g. based on room capacity.

Quick Check-in is a fast attendance control feature.

• As a dancer: in the My Classes view, 15 minutes before the class starts, a lightning icon button will appear. Clicking it shows a unique animation for that class.

• For teachers: you’ll find the lightning icon in the top right corner of the attendance sheet. Clicking it shows the class animation. The teacher’s and the dancer’s animations must match for entry.

• Where can I find a dancer’s QR code?

In the top right corner of the attendance sheet, there’s a QR code icon. Clicking it lets you scan the dancer’s QR code. The system will automatically display the dancer’s name and their current pass/ticket status, as if you had searched for them.

• Download the DancePass mobile app from Google Playstore
  OR

• Send them your school’s unique Dancepass registration link 👉 https://schoolname.dancepass.app/users/new

• If you already have groups, you can also register them yourself:
  In the Attendance Sheets menu, click the class. On the top right, next to the “Applicants” button, click the “New Guest” button, and you can register the guest.

To create them, go to the Groups menu and click the “Create new group” button.

You’ll need the following information:

• group name

• schedule (can be multiple times per week)

• start date (if not starting immediately)

• instructor’s name

• administrator (if you have a receptionist)

• location

• open (anyone can apply, visible on profile) or closed (only admin can modify)

• limit: maximum number of participants in the group or class

• which types of passes to allow

• Monthly pass – Valid from the first to the last day of the month.

• Single ticket – Valid until midnight of the given day.

• Occasion-based pass – A set number of entries (e.g. 4-6-8), tied to a specific group, with custom validity.

• Combined pass – Occasion-based pass valid across multiple groups.

• Unlimited pass – An unlimited-use version of the occasion-based or combined passes.

• Don’t forget to set which group’s classes they’re valid for! This can be edited in the Pass Types and Groups menus.

After registration, any school leader or admin can assign Teacher permissions to them in the Dancers menu.

If you assign a teacher to a group in the Groups menu, they’ll automatically see their classes in the Attendance Sheets.

Teachers don’t need to join the group or register for classes.

The DancePass mobile app is currently available for Android phones, and you can download it here

The most common case is that the email address was mistyped — you can check this in the Dancers menu. If that’s the case, they should register again with the correct address. If the address is correct and the email isn’t in the SPAM folder either, please report the problem to us and we’ll help.

In the Attendance Sheets menu, click the class. On the top right, next to the “Applicants” button, click the small arrow. The “New Guest” button will appear, and you can register the guest.

• As a dancer: in the My Classes view, 30 minutes before the class starts, a lightning icon button will appear. Clicking it shows a unique animation for that class.

• For teachers: you’ll find the lightning icon in the top right corner of the attendance sheet. Clicking it shows the class animation. The teacher’s and the dancer’s animations must match for entry.

In the top right corner of the attendance sheet, there’s a QR code icon. Clicking it lets you scan the dancer’s QR code. The system will automatically display the dancer’s name and their current pass/ticket status, as if you had searched for them.
The dancer can open their own QR code from the mobile menu.

You can find already purchased passes in the Passes menu. Use the filter on the right-hand side for more detailed searches. You can also look it up in the Dancers menu by searching for the dancer’s name and opening their profile.

In the Passes menu, you’ll see the most recently purchased pass at the top. Open it and delete it using the trash bin icon. Then go back to the Attendance Sheet and purchase the correct ticket/pass.

Pass validity doesn’t start at the time of purchase but at the first use in class. Because of this, if someone buys a pass a week in advance, its validity will adjust when they first start using it.

Pass prices cannot be changed directly in the admin interface. This was previously allowed, but many issues arose from retroactively modifying existing prices.
👉 If you’d like to change a pass price, please open a support ticket and the admin team will help set it up.

In the Attendance sheets menu, open the class and use the Cancel class button. Dancers will automatically receive an email notification.
If you want to close the class without sending a notification, use the Close class button – this option is only available if no one has signed up for the class yet.

Yes. Regular passes are automatically extended by 1 week when a class is cancelled.
Combined passes are not extended automatically, but you can adjust them manually in the Passes menu.

Yes, just let us know and we can move the class to another time.

• Passes: you can decide per pass type whether it can be purchased online.

• Events: when creating an event, you can choose whether to enable online payment.
  If you’d like to completely disable online payments for your school, please contact us.

This happens if someone started but did not complete the payment (e.g. they didn’t finish entering their card details).
In this case, the system will keep trying to finalize the transaction for a while.
If it still shows as “unpaid” after 24 hours, let us know so we can check.

After a successful online payment, the system automatically issues their ticket or pass and confirms their registration.
The dancer immediately receives a confirmation email.
They can also see their booked class and purchased ticket/pass in their own Dancepass account under My passes/Events.

Stripe transfers payments with a 7-day waiting period. During this time, transactions are verified before the money is securely deposited to your bank account.

Why does the event show a different amount than what I can withdraw from Stripe?

The payout from Stripe is slightly lower, as the transaction fee is deducted.

Yes, but the refund must be initiated by the school manager via Stripe.
Note: the transaction fee for online purchases cannot be refunded.

You can create events with the Step Up package or higher. First, navigate to the Events menu and click the New Event button.

We recommend that if you’ve never created an event before, watch our video where we explain all the settings in detail, in about 10 minutes.

QR code entry is especially useful if:

• You are organizing a large event (e.g., gala, performance, festival) where fast check-in is important.

• You don’t want to manually maintain a guest list.

• Multiple organizers or teachers are managing entry, and you want a simple, clear method for everyone.

When creating a new event, you can set the payment method (e.g., on-site payment, online payment, or QR code entry).
⚠️ Important: the chosen payment method cannot be changed later, so plan the setting in advance.
👉 For QR code events, the transaction fee is 0.5% higher.

Click on the Events menu, then on the title of the event you want to edit.
Click the Participants link to open the list of registrants. Here, you can use the Manage button to modify the dancer’s registration, including their paid status.

You need to enable online payment for the event. When creating tickets, you can specify a start and end date to control the period during which a particular ticket type is available.

The MailPass newsletter interface is only accessible on desktop. On mobile phones, the interface does not display correctly, so it’s best to use a laptop or desktop computer.

Access to MailPass requires permission. As a teacher or admin, you can grant access in the Dancers view: check the MailPass checkbox on the user’s profile. Only then will they be able to see the interface.

A tutorial video is available that guides you through the process, from registration to sending newsletters.